Record a typical working period
Choose a recurring process: preparing a report, handing over a work order or updating screen offers. Note who is involved, where data originates, where it is entered again and where work most often waits. Include both the person doing the task and the person using its output.
Comparisons are more useful when workloads are similar. Record the number of orders, locations or checks, along with unusual circumstances. Do not compare a much busier week with a quiet one solely on total time spent.
Four measures to start with
Start with two or three measures that match your problem. Agree who tracks them and exactly what counts so that you measure the same thing before and after introduction.
Time to a usable report
Track the time spent collecting data, checking it and preparing a report for the same workload. This includes time spent finding documents and requesting clarification, which often goes unnoticed.
Share of records needing completion
Divide the number of records missing required information by the total reviewed. Apply the same completeness rules in both periods. This prevents increased workload alone from appearing to be a drop in quality.
Tasks still open after the agreed deadline
Review how many tasks remain open and how long they wait. Understand the reason as well as the count: missing information, unclear ownership or an operational obstacle that needs resolving.
Number of times the same data is re-entered
Follow one piece of data from creation to reporting. Count each manual transfer between paper, messages and spreadsheets as a separate step. Then check which steps have actually disappeared after digitalisation.
Match the measure to the right solution
With FS App, you can assess record organisation and preparation for review. With SanPest Platform, the discussion may start with a work order moving from field staff to administration. For VisioCast, a useful measure is the time needed to update an approved offer on selected screens.
These are suggestions for monitoring your own operation. Agree separately how each measure will be collected; do not assume every system automatically calculates all of these values.
Use the results to choose the next improvement
If reports are faster but data still needs frequent completion, the next step may be a clearer form or additional training. If records are complete but tasks are late, review responsibilities and available capacity. Numbers are most useful when they lead to a concrete discussion with the team.
S-Consulting Group starts with processes, data and responsibilities when choosing a platform or developing a tailored solution. For an initial discussion, prepare one recurring problem and a sample document associated with it. This makes it easier to define what needs changing and how progress will be recognised.